Client Service Agreement
This agreement is effective as of the date of booking.
Event Date and Time
This agreement applies to the scheduled event date and time as confirmed during booking.
Parties
This agreement is between The Flavor Lab Catering Co. (referred to as "Provider") and the event organizer (referred to as "Client").
Collectively, these entities will be referred to as the "Parties."
Purpose of the Agreement
The Client is hiring the Provider to deliver catering services for the Client’s event.
These services are detailed within this agreement and will be provided in accordance with the outlined terms.
Terms
Service
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Provider will supply staff and services at the rates and times specified in the chosen Service Level on the Invoice. Staff will arrive on time, in proper attire, and equipped with the tools necessary to perform their duties.
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Where Service Staff are requested, a 3-hour minimum guarantee will be quoted. Provider reserves the right to adjust the number of staff if the guest count deviates by 10% from the initial Invoice.
An estimated three Service Staff hours are provided for setup, service, clean-up, or teardown.
Client is responsible for paying for all hours actually worked by Service Staff, reflected on the Final Invoice five (5) days after the event. Payment is due within five (5) business days.
Unless Service Staff are explicitly included in the Proposal, they are not automatically part of the price or agreement.
Clients must select a service level that includes staff or request staff to be added to the Proposal.
For events scheduled without Service Staff, Provider cannot guarantee staff availability if the event is less than one week away.
Staff Recommendations
For events requiring staff to ensure success (e.g., food presentation, assistance to the catering team), Provider strongly recommends including Service Staff.
For dinner parties with more than 40 guests and cocktail parties with more than 20 guests, Provider will initially quote the event with a staffed service level unless the Client specifically requests otherwise.
In certain situations, the Catering Manager may recommend additional staff to ensure a smooth and successful event.
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Staff are responsible for tasks such as food service, setup, and teardown as specified in the Proposal. Staff are not responsible for non-catering tasks, including but not limited to:
Handling non-catering equipment.
Cleaning restrooms.
Collecting or handling payments or cash.
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Clients must communicate any changes to services, staffing, or additional requests to the Provider no later than seven (7) days before the event.
Changes requested after this timeframe may incur additional fees or may not be accommodated due to logistical limitations.
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Provider does not offer tastings. References from past clients are available upon request.
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Provider does not provide bartending services but can refer clients to a third-party event-staffing service. While Provider will coordinate with the staffing service as much as possible, all deposits, wages, and scheduling are solely the Client's responsibility.
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Provider reserves the right to request identification and to refuse or discontinue alcohol service due to patron interactions.
Provider is not liable for damages to guests or the event location on or off-premises.
All liquor permits and additional insurance coverage must be obtained by the Client or event organizer and available for review at the event.
Liability Waiver:
Provider assumes no liability for incidents arising from the consumption or overconsumption of alcohol at the event.
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Provider may dispose of any food deemed non-viable at its discretion.
Viable leftovers (excluding overages provided by Provider) can be left with the Client.
Client Responsibility: Provide containers for leftover food. Provider can package leftovers or provide containers for an additional fee with advance notice.
Once packaged, leftover food is the Client’s responsibility. Provider is not liable for storage or handling of leftover food. Provider will not be held liable for the storage, handling, or consumption of leftover food once it is packaged and handed over to the Client.
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Load-in and load-out logistics will follow the requirements and schedules set by the event venue.
Venue Coordination: Provider will work with the Client and venue to coordinate delivery, setup, and teardown times.
Client Responsibility: It is the Client’s responsibility to ensure the venue allows adequate access for catering services during the agreed-upon times.
Client is responsible for ensuring the venue is ready for setup and teardown by the agreed-upon times.Additional Fees: Load-out required on the same evening may incur additional charges for rental pickup and removal.
Items Left Behind: Provider is only responsible for retrieving items they supply (e.g., catering equipment, serving utensils). Any other items left behind at the event, including rentals secured by the Client or personal belongings, are the Client’s responsibility.
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Any additional services not listed here, but requested by the Client, must be agreed upon in writing prior to the event.
Examples: Specialty beverage service, equipment rentals, additional setup/teardown assistance, or custom requests.
Other Additional Services: Provider reserves the right to assess and quote fees for any services not explicitly listed here based on the scope of the request.
Fees: Charges for additional services will be determined based on the scope of the request and reflected in the Proposal or Final Invoice.
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While Provider may coordinate with third-party vendors as a courtesy, Provider is not liable for the performance, quality, or timeliness of these vendors.
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Provider shall deliver food and services to the event location as specified in the Proposal.
Client Responsibility: The Client assumes all responsibility for any damages or theft to property rented to the Client that may be caused by the Client, their patrons, members, guests, or invitees.
Venue Requirements: Renting and securing the event location is solely the Client’s responsibility. The Client is advised to confirm that all necessary equipment, rooms, and facilities are included in their venue agreement.
Access and Setup: The Client is responsible for coordinating with the venue to ensure adequate access for setup and teardown. Any delays or restrictions impacting Provider’s ability to perform services may result in additional fees or reduced service levels.
Permits and Regulations: The Client is responsible for verifying that the venue meets all necessary health, safety, and legal requirements. Provider is not liable for delays or interruptions caused by non-compliance.
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Proposal Pricing: All pricing is based on the guest count provided at the time of booking.
Final Guest Count: The final guest count must be provided no later than seven (7) full days prior to the event. This becomes the guaranteed number and cannot be reduced.
Overages: If attendance exceeds the confirmed guest count by more than 10%, Provider will make reasonable efforts to accommodate additional guests. However, availability of items from the original order cannot be guaranteed and substitutions may be made.
Reductions: If the final guest count is more than 10% below the originally booked number, the remaining balance may be reduced by no more than 10% to discourage overbooking.
Post-Event Reconciliation: If actual attendance differs significantly from the final guest count, Provider may issue an adjusted invoice reflecting additional charges.
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We encourage Clients to book their event as early as possible to ensure availability.
Date Reservations: Dates will not be held or reserved until the contract is signed and the non-refundable retainer is paid.
Right to Refuse: Provider reserves the right to refuse events requested less than one week in advance, those that conflict with our schedule, or those exceeding our capacity to provide service.
Full Payment for Late Bookings: For events booked within two weeks of the event date, full payment is required at the time of booking. As final payment is due seven (7) days prior to the event date, no additional changes or reductions will be permitted once payment is made.
Staffing Limitations: For events booked within two weeks of the event date, Provider cannot guarantee staff availability. Clients are encouraged to confirm required staffing levels as early as possible.
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All rentals must be finalized at least two (2) weeks prior to the event.
Securing Rentals: Provider secures rentals with third-party vendors for the number of guests and supplies specified in the Proposal as soon as the Client makes their deposit.
Rental Changes: Any changes to rentals, including additions or reductions, must be finalized no later than two (2) weeks prior to the event. Changes requested after this deadline cannot be guaranteed.
Final Guest Count: While the final guest count is due one (1) week prior to the event, rental quantities must be confirmed two (2) weeks in advance to ensure availability with our vendors.
Damage or Loss: The Client is responsible for any damage to or loss of rental items during the event. Charges for repairs or replacement will be included in the Final Invoice.
Specialty Rentals: Specialty items or custom requests may require additional lead time and approval. Clients are encouraged to discuss these needs during initial consultations.
Rental Cleaning or Damage Fees: The Client is responsible for any excessive cleaning or damage fees assessed by third-party rental companies. These fees will be added to the Final Invoice if incurred.
EVENT LOGISTICS
Cost, Fees, and Payment
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Total Cost: The total cost ("Total Cost") for all services will be outlined in the Invoice. Clients agree to pay the Total Cost according to the following terms:
Deposit: A non-refundable deposit of 50% of the proposed Total Cost is required to secure the event date. This deposit compensates the Provider for committing to the event and turning down other potential projects.
Final Proposal Payment: The remaining balance is due no later than seven (7) days prior to the event date and is non-refundable.
Post-Event Final Invoice
A Final Invoice will only be issued if additional charges arise on or after the event date, such as for:Overtime hours worked by staff.
Accommodations for additional guests.
Damage to rentals or equipment.
If no additional charges are incurred, the Final Proposal Payment will be considered the full and final payment.
Final Invoice Payment: If a Final Invoice is issued, payment is due within five (5) business days of receipt. Late payments may incur a 10% late fee. Provider reserves the right to pursue collections if payment is not made within 30 days.
Late Payments: Payments not received by the due dates specified above may result in additional fees, cancellation of services, or forfeiture of the event date.
Refund Policy
The deposit is non-refundable.
Additional payments made beyond the deposit may be partially refunded at Provider’s discretion, based on the timeline of cancellation and any non-refundable costs incurred by Provider.
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Provider accepts cash, checks, Visa, MasterCard, Discover, and American Express. Checks should be made payable to Provider. If a check fails to clear, a $75.00 bank fee will be added to the invoice.
Credit Card Fees: A processing fee of 3.5% may be applied to credit card transactions. Clients will be notified of any applicable fees prior to payment.
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A typical 20% administrative fee applies to most events. This fee is separate from food costs and service staff fees, which are billed in the Service section of the Proposal.
This fee covers:
Event planning, menu planning, and logistics coordination.
Grocery shopping and ingredient sourcing.
Preparation by the culinary team.
Setup by the operations team.
Operational expenses, such as packaging, disposables, transportation, and other supplies necessary for successful execution.
Adjustments:
Provider reserves the right to adjust this fee based on the event type and its specific requirements. For example, for carryout-only services, the administrative fee may be reduced, while a multiple-course event may require an increase.
Clients will be notified of any adjustments as soon as possible and prior to the issuance of the final invoice.
Note: This administrative fee is not a gratuity and does not include charges for Service Staff, which are quoted separately based on the level of service selected.
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Provider does not charge a Landmark Fee. If the Client's chosen venue imposes a catering Landmark Fee, it is the Client's responsibility to:
Verify with the venue whether such fees exist.
Arrange for payment of these fees directly with the venue.
Verification and Responsibility: If the Client fails to verify and arrange payment for Landmark Fees, Provider assumes no responsibility for delays or service interruptions resulting from unpaid fees.
If Provider is billed for any Landmark Fee by the venue, the amount will be added to the Client's Final Invoice and must be paid in full after the event.
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All applicable State of Michigan taxes will be added to the final invoice and are the responsibility of the Client.
Exemptions: Clients claiming tax-exempt status must provide valid documentation at the time of booking. Failure to do so will result in applicable taxes being added to the invoice.
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Gratuity is not billed on the invoice but is graciously accepted as a gesture of appreciation for our staff.
Credit Card Gratuity: If you wish to leave gratuity via credit card, it must be included with your final payment, which is due seven (7) days prior to the event.
Consultation: Please consult with your catering coordinator when providing your final guest count to discuss gratuity options, including the number of staff members servicing your event.
Gratuity is at the discretion of the Client and may be left for individual staff members or as a general amount to be distributed among the team at Provider’s discretion.
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If on-site trash receptacles are not available and off-site disposal is required, a fee of $50 per bag will be applied to the Final Invoice.
Advance Notice: If off-site garbage disposal is required, Clients are encouraged to notify Provider in advance to ensure proper arrangements and avoid delays during the event.
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The Client is responsible for any missing or damaged equipment caused by their guests, vendors, or venue staff.
Charges: Fees for repairs or replacement will be included in the Final Invoice, which is due within five (5) business days of receipt.
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Provider guarantees pricing for up to six (6) months from the date of contract acceptance. For proposals issued more than six (6) months prior to the event, pricing may be subject to adjustment to account for changes in market costs or availability.
Notification of Adjustments: Clients will be notified of any pricing adjustments no later than 30 days prior to the event, when feasible.
Substitutions: If specific menu items or materials become unavailable or their costs exceed reasonable market rates, Provider reserves the right to make substitutions. Substitutions will be of equal or greater quality, and Clients will be notified of any necessary changes in advance. If time constraints prevent prior approval, substitutions will be made at Provider’s discretion to maintain the quality and success of the event.
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This agreement outlines the terms and conditions for catering services provided by Provider. Clients should refer to their proposal for details, including:
Food items, timeline, staff requirements, and equipment.
Proposal and Agreement Relationship: This agreement governs the overall terms and conditions of service. The proposal provides specific details about food items, timeline, staffing, and equipment for the event. Clients should use both documents together to ensure a complete understanding of services.
Timely Review: Clients are encouraged to review and confirm their proposal as soon as possible to avoid delays or misunderstandings.
Services Not Guaranteed: Services not explicitly listed in the proposal are not guaranteed (e.g., cake cutting, dishwashing, linens). Clients are encouraged to review their proposal with the catering manager to confirm all expectations and ensure all requested services are included.
Exclusivity and Collaboration
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The Client understands and agrees that they have hired Provider exclusively for the services outlined in this Agreement. To ensure food safety and the highest quality of service, no other service providers, except those hired or approved by Provider, are permitted to offer the same or similar services at the event. If the Client wishes to hire additional providers, this must be disclosed to Provider in writing and approved in advance.
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If the event venue provides staff or services that overlap with those offered by Provider, the Client must disclose this to Provider in advance to ensure proper coordination and avoid service conflicts.Item description
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Provider may collaborate with third-party vendors or assistants to complete the Services outlined in this Agreement.
Intellectual Property
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Provider retains all copyrights to any work created as part of fulfilling this Agreement, whether tangible or intangible. This includes but is not limited to proprietary processes, documentation, and photographs taken during the event.
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Provider grants the Client a non-exclusive license to use any work created by Provider for personal purposes, such as sharing on social media, creating personal gifts, or other non-commercial uses, provided proper attribution is given.
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Provider reserves the right to use photos or videos taken at the event for marketing and training purposes. The Client agrees to allow their likeness and that of their guests to be used for these purposes and affirms that all necessary guest permissions have been obtained.
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If the Client provides materials, such as designs or logos, for use in the event, Provider retains the right to incorporate them into services and owns any derivative works created.
Artistic Judgment and Style
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Provider will deliver services in a style consistent with their portfolio, incorporating reasonable suggestions from the Client where feasible. However, the Provider retains final authority over aesthetic and artistic decisions.
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While Provider will consider reasonable Client suggestions, all artistic decisions will remain at Provider’s discretion to ensure the integrity and quality of services.
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Client acknowledges that every event is unique, and the Provider’s artistic vision will guide the delivery of services. Dissatisfaction with aesthetic judgment is not grounds for termination of this Agreement or refunds.
Limit of Liability
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Provider’s liability is limited to the Total Cost of Services provided under this Agreement.
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If part of the service or product is lost or damaged, Provider will refund a prorated portion of the Total Cost based on services completed.
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Client agrees to indemnify and hold Provider harmless for any claims, damages, or liabilities arising from the event.
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Provider is not liable for indirect, consequential, or incidental damages, including lost revenue, arising from the event or its cancellation.
Cancellations and Impossibility
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Client-Initiated Cancellation or Rescheduling: If the Client cancels or reschedules the event, Provider retains any deposits paid and is not obligated to refund additional amounts unless otherwise agreed.
Provider-Initiated Cancellation or Rescheduling: If Provider must cancel or reschedule the event due to unforeseen circumstances, the Client will receive a full refund of any payments made. Provider will also make reasonable efforts to secure a qualified replacement or assist in finding alternative arrangements.
Rescheduling Refunds: If the event is rescheduled, the deposit may be applied to the new date at Provider’s discretion, less any non-refundable costs incurred by Provider. This is contingent upon sufficient notice being given and availability permitting.
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Neither party is liable for events outside their control, such as natural disasters, government actions, or pandemics.
Notification Timeline: The Impacted Party must notify the other party within five (5) business days of becoming aware of the Force Majeure event and take steps to mitigate delays.
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If Provider cannot perform the Services due to unforeseen circumstances, they will notify the Client and either arrange for a qualified replacement or issue a prorated refund.
Replacement Standards: Any replacement arranged by Provider will meet comparable service standards to fulfill the terms of this Agreement.
Health, Safety, and Conduct
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Client agrees to provide a safe environment for Provider and their staff. Provider reserves the right to leave the event if conditions become unsafe, with no refund or liability for incomplete services.
Repeated Unsafe Behavior: Provider reserves the right to leave the event after three documented instances of unsafe conditions, with no refund or liability for incomplete services.
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Provider complies with all health and safety laws. Staff reserve the right to refuse unsafe or illegal tasks, including but not limited to:
Operating motor vehicles or machinery.
Handling cash on behalf of the Client.
Cleaning restrooms or performing non-catering tasks.
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Food Safety: Provider adheres to all food safety and handling regulations. Once food is packaged and handed to the Client, Provider is no longer responsible for its storage, handling, or consumption.
General Provisions
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This Agreement is governed by the laws of Michigan.
Dispute Resolution: Any disputes arising under this Agreement will first be resolved through good-faith negotiation. If unresolved, the parties agree to submit the dispute to mediation or arbitration in Michigan, as governed by Michigan law.
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If any portion of this Agreement is found unenforceable, the remaining provisions remain in full effect.
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Notices must be provided via email to the addresses listed by both parties:
Provider: info@flavorlabmi.com
Client: [Insert Client Email]
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This Agreement represents the final and complete understanding between the parties, superseding any prior agreements or negotiations.
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Changes to this Agreement must be agreed upon in writing by both parties.
